Arch User Guide ver. 25
Back Office Invoicing
C1 – Unclassified
Arch User Guide ver. 25
Back Office Invoicing
Classification: C1 – Unclassified
Document History
Date
Version
Changed By
Details
2015-08-04
1.0
Michelle Lategan
Created Document
2015-09-08
1.1
Michelle Lategan
Screen layout: History of Product
2017-04-24
1.2
Michelle Lategan
Addendum: Version 25.8 updates
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Table of Contents
Overview .................................................................................................................................................. 3
Creating a New Invoice, Quote or Sales Order ........................................................................................ 4
To Save as Quotation ............................................................................................................................. 10
To Save as Sales order ........................................................................................................................... 11
Edit a Placed Sales Order ....................................................................................................................... 12
To Save as Sales Order with Picking list ................................................................................................. 14
Changing Expiry Date on Quote or Sales Order ..................................................................................... 15
To Finalise the Invoice ........................................................................................................................... 17
To Reprint a Quotation .......................................................................................................................... 17
To Discard a Quotation .......................................................................................................................... 18
Reprinting a Sales order......................................................................................................................... 19
Reprinting an Invoice or Stored Sale (Pro Forma Invoice) ..................................................................... 21
Discarding a Sales Order or Stored Sale (Pro Forma Invoice) ................................................................ 22
Quotation Layout Options ..................................................................................................................... 22
Quotation Layouts: A4 Laser .............................................................................................................. 24
Quotation Layouts: A4 Laser (Advanced) .......................................................................................... 25
Adding Customer Details to COD Quotation, Sales Order or Invoice .................................................... 26
Converting a COD Quotation, Sales Order or Invoice to a Debtors Account......................................... 27
Addendum: ............................................................................................................................................ 28
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Overview
This user guide explains how to use the Back Office Invoicing module in Arch to create Quotations,
Sales Orders, Picking Slips and Invoices for sales to in-store customers and debtors.
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Creating a New Invoice, Quote or Sales Order
To create a new invoice the user need to go to Transactions > Invoicing
Click on Anonymous to start a Cash – C.O.D (Cash on Delivery) invoice, quote or sales invoice.
To create a Debtor Invoice, Quote or Sales Order, click in the Account Number field and press enter
on the keyboard. The Debtors List will open allowing the user to select the required Debtor.
Select the Debtor and press Enter.
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The selected debtor’s information will be displayed. A Remark can be added to the invoice, quote or sales
order. Using the A4 Invoice layout, the remarks entered in the remarks field will print at the bottom of the
invoice. Example: This is a new account. Confirm details.
Also, an Order Number can be added if required by the customer. The order number will also be displayed in
the Payment History tab of the debtor and on the debtor statement.
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Next select the Screen Layout button at the bottom of the screen to select the columns that need to be
displayed on the screen.
By selecting an option the column will be added to the screen. To remove an option, deselect the option. The
Default settings can also be chosen by using the Set Defaults option.
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To add products to the screen select the down arrow next to Tools. A list of options will be displayed from
where products can be loaded. Alternatively the barcode can be entered or scanned in under the Product Code
field. Enter can also be selected under the Product Code and a window will be displayed showing all products
listed in the system that are till items.
Double click on the word Description or Product Code. This will allow you to either search by description or
product code. The description or product code typed will be displayed at the bottom of the screen.
The user will see the current selling price of the item and the stock on hand available for selling. To select a
product click with your mouse in the Select block next to the product or press “+” on your keyboard to select the
required product. By pressing “Shift” and “+”, the system will add multiples of 10 units to the Qty column of each
product selected. In order to deselect a product, simply press the”-“key on the keyboard. By pressing “Shift” and
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“-”, the system will subtract multiples of 10 units from the Qty column of each product selected. Multiple
products can be selected before pressing the “OK” button to load the products onto the screen.
To change the pack size of the item that was selected click on the Description or Pack size column on the
invoice screen. An ellipse will be displayed. Click on the ellipse to open the packaging & sizes screen. Select the
required pack size. The selected pack size will be populated in the main screen.
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Enter the required quantity in the Qty column.
Colour indicators will be displayed on the left hand side of the product for the following.
If a Red block is displayed it means that there is insufficient stock available for the required quantity and if an
Orange block is displayed it means the product is currently on promotion.
The following columns can be edited for pricing purposes.
• Mark-up % Landed and Average
• Gross Profit % Landed and Average
• Disc % and Disc Value (Excl) or (Incl)
• Unit Price (Excl) or Unit Price (Incl)
Please note that the above fields are only visible on the Back Office screen, and will not be printed! If one of
these fields have been updated all the other fields will be updated accordingly.
The following information is also displayed:
• When a product is selected it will display the current stock on hand at the bottom of the screen.
• The available credit for the selected debtor will also be displayed at the bottom of the screen.
At the bottom of the invoice screen there is an option to view the product sales history of the product added to
the invoice. Select the History button and this will add the monthly history at the bottom of the screen.
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To Save as Quotation
Next to Save select the down arrow and click on As Quotation. This will convert your invoice into a
quotation.
On top the word Quotation will be displayed
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To print the quotation for the customer, select the Print Option.
Note: The barcode at the top of the quotation can be scanned at the P.O.S to retrieve the quote and
finalise it as an invoice.
To Save as Sales order
Next to Save select the down arrow and click on As Sales Order. This will convert your invoice into a
sales order. On top the word Sales Order will be displayed.
To print the sales order for the customer select the Print Option.
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Note: The barcode on top of the sales order can be scanned at P.O.S to retrieve the sales order and
finalise as invoice.
Edit a Placed Sales Order
To edit a placed sales order the user has to follow the following steps.
From the Arch dashboard open the Transactions tab > Invoicing.
Select the open button. (Top left corner of the invoice screen).
Once the user has selected the open button, the following options will be available.
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•
•
•
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Stored Sales
Sales Order
Quotations
Select the relevant sales order from the Sales Order Tab for editing. Select the save button once all
changes have been captured. Please take note that only authorised users will be allowed to edit a
place sales order. Unauthorised users will be presented with a higher permission request.
Only once the permission was granted by an authorised user, will the relevant changes be allowed.
In order to give a user permission to edit saved sales orders, the correct permission needs to be set
up in Users. To do so, go to: Programming > Users > Ordering & Receiving. Select Edit placed Sales
Order
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To Save as Sales Order with Picking list
Next to Save select the down arrow and click on As Sales Order with Picking List. This will convert
your invoice into a sales order, and print a Picking Slip which the shelf packers can use to collect all
the products on the Sales Order in order to prepare the goods for collection or delivery.
Note that the Picking Slip can be printed either on a 40-column slip printer or an A4 printer. The
printer settings can be made in Options > Printer Options > POS Printing > Pick Slips.
Products that are linked to multiple Bin Locations will display all bins on the picking slip with one
picking quantity. This enables the shelf packers to follow a logical path through the store to pick all
the products on the Sales Order.
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Changing Expiry Date on Quote or Sales Order
The Expiry Date for the quote or sales order can be edited by selecting the Expiry Date tab at the
bottom right hand corner. By default the date is set to 7 days.
To change the date, simply select the drop down arrow next to the date and a calendar will appear
from which a new date can be selected.
Please note that the expiry date will also be available in the Quotations listing screen.
The expiry date as well as the user will be displayed on both the A4 laser and A4 laser (Advance)
layout.
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To Finalise the Invoice
Next to Save select the down arrow and click on As Invoice. This will convert your invoice into an
invoice.
On top the word Pro Forma Invoice will be displayed.
Select the Finalise button to finalise the invoice in the back office.
Alternatively the barcode on top of the invoice can be scanned at the Point Of Sale to retrieve the
invoice and finalise it.
To Reprint a Quotation
Arch Tree > Stock Transactions > Quotation Listings > Users
Note that the Quotations listing report will also display the user as well as the expiry date.
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Click on the small printer block in the top left hand corner to re print quotation.
To Discard a Quotation
To discard a Quotation the user needs to go to Arch Tree > Stock Transaction > Quotation Listings > Users
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Reprinting a Sales order
Arch Tree > Stock Transactions > Sales Order Listing > User
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Select the Sales Order that you want to reprint. Right click on the sales order. Select Preview Sales
Order > A4 Laser (Portrait)
Click on the small printer block on the left hand corner to re print sales order.
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Reprinting an Invoice or Stored Sale (Pro Forma Invoice)
Arch Tree > Stock Transactions > Stored Sales Order Listing > User
Select the Stored sale that you want to reprint. Right click on the stored sale. Select Preview
Document > A4 Laser (Portrait)
Click on the small printer block on the left hand corner to re-print the stored sale.
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Discarding a Sales Order or Stored Sale (Pro Forma Invoice)
Reopen the Sales Order or Stored Sale that you would like to discard. Save the Sales Order or Invoice as a
Quotation. And follow the directions as how to discard a quotation.
Quotation Layout Options
To set the Quotation Layout printing, the user needs to go to Options > Point of Sale Tab > Printer
Options
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Quotation Layouts: A4 Laser
There are two layouts available for quotations. A4 Laser will only display basic information when
printed. See preview below.
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Quotation Layouts: A4 Laser (Advanced)
There are two layouts available for quotations. A4 Laser Advanced will display the same basic
information as A4 laser in addition to the following information.
•
•
Debtor VAT Number (if applicable)
Totals now reflect: Total (excl.), Tax, Total (incl.)
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Adding Customer Details to COD Quotation, Sales Order or Invoice
After selecting the Anonymous
button, the Details button
becomes available. Select the
Details button to add the
customer’s details to the
invoice. The Customer and
Delivery Details screen will be
displayed.
Complete the necessary
information as required by the
client. And click on close to
add the information to the
quotation, sales order or
invoice.
The initials, title and surname entered will also be visible after saving the quotation, sales order or
invoice when the Open button is selected to retrieve the transaction.
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Converting a COD Quotation, Sales Order or Invoice to a Debtors Account
After opening the required transaction the Anonymous button at the top of the screen will change
to Debtor. Click on the Debtor button to display the list of accounts in the system. Select the
required account.
The system will automatically pull through the relevant debtor information.
The transaction can now be saved or finalized with the selected debtor’s information.
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Addendum: Version 25.8 Upgrades
1. Arch Invoicing – Tax Enhancements
Overview
Enable Printing of Tax Type 4 & 5 on Sales Invoice
Where to find it
POS Printers -- Invoice Printer – Document Type – A4
Laser (Landscape)
Benefit
Enabling the printing of additional Tax type values on the Sales
Invoice.
More information
The invoice will display a summary for all the relevant tax types
per transaction.
_______________________________________________________________________________
2. Sales Order Pick Slip Report
Overview
The user will have the ability to reprint picking slips. And to view
when a reprint was done for a picking slip.
Where to find it
Arch Tree – Stock Transactions – Sales Order Listing
Benefit
The user will have the functionality to view the number of pick
list created per day. And can set it over a period.
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More information
Document Version 1.0
The reprint of picking slips is dependent on a permission set on
the user. Only once a pick list was reprinted will a date be visible
on report. Filter can be applied to view if pick list was reprinted.
Number of records can be viewed at bottom of screen.
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